Many businesses and organizations use the Portable Document Format PDF because it keeps the original layout and formatting of a document across different platforms or devices. A PDF document will look the same on a MacBook, a PC, or even a tablet or smartphone. However, many users, particularly those with visual or mobility impairments, are unable to read PDF documents due to the lack of support for screen readers or other assistive technologies. Implementing PDF accessibility in your business will ensure that everyone, regardless of their disability, can read, understand, and edit vital documents.
What is PDF accessibility?
PDF accessibility is a set of best practices related to the design of PDF documents that allows individuals with disabilities to read and understand them. Accessible PDF documents are designed to support braille displays or screen readers. Adding accessibility to PDF documents involves a close look at the layout and design of the document as well as the formatting of the text. It also requires detailed testing to ensure that accessibility fixes are effective across different devices and platforms.
These best practices are codified in PDF/UA-1, which is globally recognized as the industry standard for PDF accessibility. Also known as ISO 14289-1, these guidelines get their inspiration from the Web Content Accessibility Guidelines (WCAG). In many ways, PDF/UA-1 and WCAG are closely related as many organizations use PDFs as a way to disseminate downloadable content.
Common PDF accessibility issues
While PDF accessibility is closely related to website accessibility, there are a few differences between the two formats. The most important difference is that while a user can use an accessibility widget to customize their web browsing experience, they cannot do the same with a PDF. Therefore, PDF content creators and designers should ensure that documents are already clear of PDF/UA-1 violations before posting them online. Here are some common PDF accessibility issues you will encounter as you sort through your documents.
1. Improper page scanning
Many organizations, especially those who are new to document digitization, are prone to the mistake of scanning pages as images instead of text. While scanned documents have their shortcomings, particularly if the OCR is not advanced, a scanned image does not support screen readers. On the other hand, scanned text is readable using assistive technology and can be used by individuals with visual impairments.
2. Missing heading and subheading tags
Adding headings and subheadings to documents involves more than just making them a different size or color. While these so-called headings are readily visible to users without visual impairments, screen readers will still recognize them as normal text. Adding heading and subheading tags to specific lines of text will help screen readers with identifying them correctly, giving users the option to skip to sections with the information they need.
3. Missing alt text
Images embedded in PDF documents keep their formatting very well, which makes PDF the ideal format for image-heavy documents such as product catalogs or institutional brochures. However, users with visual impairments do not have the ability to view and process images. Adding alt text to PDFs will allow screen readers to describe the contents of an image to the user. Good image alt text describes the image in a detailed, accurate manner that helps the user tell the difference between two images with small but significant differences.
4. Inaccessible form fields
Many organizations, such as government agencies or universities, use PDFs to store downloadable, fillable forms that reduce the need to print, fill out, and upload forms manually. These fillable forms should have support for logical keyboard navigation, which means that the users should be able to press the Tab key to move to the next field. Individual fields should also contain input suggestions that give the user an idea of the expected input format. Accessible forms will ensure that users can provide you with accurate information all the time.
Accessible PDFs for more inclusive documents
PDF documents allow your organization to store, distribute, and gather information while keeping the original document formatting. Implementing PDF accessibility through following PDF/UA-1 guidelines will ensure that screen readers and other assistive technologies can process your documents effectively. Following these guidelines will empower individuals with disabilities by giving them the ability to consume and comprehend your content and communicate with your organization through fillable forms. By making your PDF documents accessible, you also signify your intention to contribute to a more inclusive online community.